How to Import Multiple Locations into ExakTime

In the event that you need to import multiple locations, either due to multiple new clients/jobs or the initial setup of your account, you can import your locations with a CSV (comma-separated values) file. 

 Adding Locations Individually

If you only need to add a few locations, then you can add them individually instead of through a CSV file. For more information on this process, you can refer to the following article.

Creating your CSV File

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You can create your own CSV file with the necessary information or fill in the provided location template XLS file below.

XLS Location Template

Tips

  • It is highly advised to remove any locations that should not be entered into the system. Once the locations have been imported, they cannot be deleted and can only be deactivated.
  • Because you are unable to delete locations after they have been added, it can help to only import 1-2 locations to make sure your CSV file was properly created. It is easier to adjust 1-2 locations you tested importing instead of trying to fix 50+ locations.
  • Any locations contained with the CSV file will be imported and active by default unless the status has been specified in the CSV file.
  • As a CSV file uses a comma to separate different values/data, be mindful of entering commas in the middle of values/data as it can skew other columns.
  • When importing a location, it will look at the location ID and name to determine if a new location should be created or to update an existing location.
    • If the location ID and name combination do match an existing location, it will update the existing location's information. 
    • If the location ID and name combination do not match an existing location, it will create a new location entry.
Available Fields
  • Status
    • "Active" or "Inactive" can be used to set the Location status.
    • 1 or 0 can be used to set the Location status.
  • Name (Required)
  • Location ID
  • Address 1
  • Address 2
  • City
  • State/Province
  • Zip/Postal Code
  • Contact Name
  • Home Phone
  • Mobile Phone
  • Email
  • Category*
  • Comments
  • Latitude
  • Longitude
  • Job Type
  • Custom Fields/User-Defined Fields**

*Note: If the category entered does not exist, a new one will be created.

**Custom Fields are created by a user/administrator to include additional data not normally offered in ExakTime Connect, besides the custom fields we include of Job Type. As custom fields are created by a user, the information that can be used can be limited.

Importing The CSV File

  • Go to Tools and click Import.

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  • Select the appropriate options and provide your CSV file. Click Next when finished.

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    • Select Locations for the data type to import.
    • Use the "First row contains field names" toggle if your CSV file includes a header row.
    • Click Browse Files and select your CSV file.
  • Use the drop-down menus to specify what data type a column contains. When finished, click Import.

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  • The final step will indicate the status and success of the import.

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    • If the import was unsuccessful and you stay on this import status page, you will have a button to download an error file indicating what data could not be imported and why.

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    • After the import has been completed, you will receive an email notification with the result of the import. If the file was not successful, you will receive a link to download an error file for what data could not be imported and why.

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    • You can navigate to other pages of ExakTime Connect while the import is done in the background.

 Excerpt From An Article

This article is adapted from a comprehensive article: CSV Import for Employees, Locations, and Cost Codes

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